Cabinet Secretary - Chief Financial Officer - 2024-2025

PRIMARY PURPOSE:

To assist in the preparation and management of the department’s administrative requirements and assume all clerical and secretarial functions pertaining to the office by effectively and efficiently serving as secretary to the Chief Financial Officer.

MINIMUM QUALIFICATIONS

Education and Certification Requirements

• High school graduate or GED equivalent
• College transcript verifying fifteen semester hours of credit; or three (3) years of general/clerical/secretarial experience.
• Required to demonstrate proficiency in four skill areas related to technology and program application [Software applications, accessing data, data application, and written communication] before continuing within the process towards possible employment.
• Candidate must have satisfactory outcome of fingerprinting background check.

Special Knowledge and Skills

• Proficient skills with the use of personal computer and software to develop spreadsheets and databases and do word processing.
• Strong organizational, communication, and interpersonal skills (oral and written)
• Knowledge of basic math and accounting principles
• Ability to maintain confidentiality.
• Ability to multi-task and problem solve.
• Ability to communicate and to maintain effective working relationships with administrators, teachers, other auxiliary personnel, students, and the community.

Experience:

• Minimum of three (3) years in clerical/secretarial positions, preferably in a public education environment

MAJOR RESPONSIBILITIES AND DUTIES:

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

• Respect the confidentiality of the position.
• Receive, sort, and distribute mail and other documents to department staff.
• Prepare correspondence, reports, memoranda, purchase requisitions and other data as required.
• Screen and purge miscellaneous files as need be to ensure the only up-to-date and current data is maintained on hand.
• Assist the Chief Financial Officer as needed.
• Acquire knowledge of proper procedures for storage and authorized dissemination of materials.
• Oversee the budget operation for the department, including entering data, balancing expenditure accounts, monitoring the budget, preparing reports, and serving as the primary liaison to other District departments with respect to budgetary matters.
• Secures required spaces for meetings and events; arranges transportation, lodging and other logistical matters; and maintains records of meetings.
• Serves as primary liaison between Chief Financial Officer and other District departments and schools, including principals, secretaries, school staff and the public.
• Manages the District calendar.
• Order supplies from the district warehouse for the payroll, accounting, and business office.
• Order supplies from various vendors for the payroll, accounting, and business office.
• Assist with reconciliations of numerous accounts to include cash, inventories, receivables, and liabilities.
• Work closely with the various departments under the direction of the Chief Financial Officer, to ensure timelines are met and communication between departments is upheld.
• Reconcile the absences of the business office, accounts payable, and the accounting staff to ensure accurate forms are recorded and filed.
• Coordinate with the soda and snack vendors to ensure the machines are serviced with updated products and the machines are in good working order.
• Assist in the organization of department meetings and team building activities.
• Manage the activity fund account of the District Office, Educational Resource Center, Transportation, Maintenance, Athletics and JCARE.  Includes completing purchase orders, preparing checks for payment, and reconciling the bank statement each month.
• Perform other duties as assigned, based on department needs. 
• Must complete designated district technology proficiencies each year.
• Requires a basic knowledge of technology/computer skills.
• Ability to use personal computer to access district programs, emails, and other resources.
• Maintain a consistent professional demeanor and appearance.
• Ensure compliance with the Texas Educator’s Code of Ethics
• Daily attendance and punctuality at work are essential functions of the job.

Supervisory Responsibilities:

N/A

Equipment Used:

• Office equipment – personal computer, printer, calculator, multi-line telephone, software programs and peripherals, copier, fax, and other equipment applicable to position

Mental Demands:

• Ability to read, concentrate, communicate (verbally and written), interpret, reason, understand verbal instructions, memorize, coordinate, compile, compute
• Work with frequent interruptions and maintain emotional control under stress

Physical Demands:

• Frequent: Sitting, standing, walking, climbing stairs and/or ramps, balancing, stooping, kneeling, crouching, crawling, pulling, pushing, reaching, repetitive hand motions, hearing, speaking clearly, visual acuity, distinguishing colors, driving, traveling
• Occasional: Lifting, moderate, 15-44 pounds

Environmental Factors:

• Frequent exposure to temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination, vibration
• Occasional exposure to biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.)
• Work alone, work prolonged or irregular hours

Nondiscrimination Statement:

The Judson School District considers applicants for all positions without regard to race, color, national origin, age, religion, sex, marital or veteran status, the presence of a medical condition, disability, or any other legally protected status.